AI System Decommissioning – Model Retirement, Data Export, Log Retention, and Vendor Certification | Word/PDF/Excel

Decommission an AI system with a traceable decision and real control steps. This Swedish document package helps companies document model decommissioning, prompt management and AI output, data export, legal log retention, supplier return/deletion, and technical access termination. The template does not replace individual legal review, system-technical implementation, or an existing data processing agreement.

Quick facts: Swedish application • 5 Swedish work templates + 1 Swedish guide + 1 English guide • 7 editable DOCX + 7 corresponding searchable and printable PDFs + 1 XLSX with 9 tabs = 15 files • Digital ZIP delivery only after future product activation. The PDF files are not interactive fillable forms. The English User Guide does not translate the Swedish work templates.

Who is the template for?

Suitable for: An organization that is shutting down an AI assistant that has processed internal data, or changing AI/model suppliers and needs to be able to show which decisions, exports, and control tests have been made.

Not suitable without supplementation: A situation where sector-specific archiving obligations, regulatory procedures, incident reporting, high-risk AI obligations, or disputes require a special process. This is not a general system decommissioning project, DPIA, ready-made supplier license, or a regulatory form.

File by file – concrete delivery content

The Excel tool in practice

The workbook has nine tabs: Overview, AI system, Data & logs, Export test, Access, Suppliers, Actions, Decisions, Read me. The overview counts registered items and open or closed administrative actions. An open export test shows that a task remains, not that the export is legally prohibited. The formulas never decide on legal storage, the system's risk class, or approved supplier deletion. Excel is not a tool that actually stops API keys or deletes data.

How to use the documents

1. Identify system, version, agreement, responsible parties, data protection roles, and decision-making authority.
2. Fill in the decommissioning decision and review special stop conditions, retention requirements, and risks.
3. Inventory data categories, prompts, output, model versions, logs, and permissions in template 2 and Excel.
4. Test export and acknowledge actually received files as well as any deviations.
5. Give the supplier an agreement-compliant instruction regarding return and possible deletion; document exceptions.
6. Stop and test connections, agents, and new access in the organization's real technical environment.
7. Let an authorized person review evidence and make the final decision; sign and archive correctly.

Legal boundaries and special risks

GDPR: When personal data is involved, purpose, storage limitation, right to erasure, and exceptions must be assessed individually. A data processor's return or deletion at the end of the agreement is affected by Article 28.3 g, the agreement, and legal requirements for continued storage. See GDPR Articles 5, 17, 28, and 32 and IMY's guidance on data processing agreements.

The AI Act: Special documentation and log requirements may depend on whether a system is high-risk, the actor role the company has, and when the provision begins to apply. The package does not establish any general retention period or automatic AI classification. See EU Regulation 2024/1689, including Articles 12, 18, 19, 26. Agreements, confidentiality, intellectual property, archiving rules, and legal disputes may also require continued protected retention.

Difference from similar templates

A general IT decommissioning package documents technical application shutdown; this package also focuses on the AI model, prompt library, historical output, legal log review, the AI supplier's data responsibility, and a human final sign-off decision. An AI Governance package governs implementation and ongoing AI use, not the entire event of a specific AI system decommissioning.

Frequently asked questions

Do we have to delete all AI logs immediately?

No, it is not possible to establish a general deletion obligation for all logs. Review personal data, retention requirements, contractual obligations, and possible high-risk AI rules per data category.

Is this a legally binding deletion certificate?

No. The supplier template is used to request, document, and follow up on actual actions within the relevant contractual and legal framework. A started request is not evidence of completed deletion.

Are the PDF files fillable?

No, the PDF files are searchable and printable, not interactive forms. Edit the documents in DOCX.

Are the main templates in English?

No. The five work templates are Swedish. A separate English User Guide shows how the Swedish documents are used.

Does Excel stop workflows or approve AI Act compliance?

No. Excel registers and counts administrative statuses; technical tests and legal decisions must be made by authorized persons.

Related real resources

• AI agent management – mandate and rollback for the ongoing mandate before decommissioning.
• IT system decommissioning and application shutdown when the need is technical and not AI-specific.

Sources, version, and transparency

Version 1.0, November 10, 2026. AI-assisted legal source review of the above EU regulations and regulatory guidance, as well as functional file review. No independent external legal review has been performed. The documents are work templates, not an individual legal opinion. Digital ZIP will be available for delivery only when the product is published in a later step and the correct file is connected.

Read our practical guide: How to decommission an AI system: data export, logs and supplier closure.